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Email Mailbox Cleanup

Email Mailbox Cleanup. Preventive Measures.

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Email Mailbox Cleanup

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  1. Email Mailbox Cleanup

  2. Preventive Measures • Security:  Unlimited mailbox sizes opens RCG to a potential denial-of-service (DOS) attack allowing a would-be hacker to send unlimited messages to a mailbox until the actual servers run out of disk space, rendering the enterprise email system to be inoperable • Performance:  The larger the mailbox, the more items you have in your folders; as with anything, the more an application needs to search, the more processing power is required which can slow down the other functions that your PC is processing • Recovery & Maintenance:  Mailboxes exceeding over 2GB can take several hours to restore, which ultimately leads to end user downtime; at the same token the back end maintenance window to back up this data lends itself to some considerable backup processing time

  3. Goals • Get Mailbox size under 2GB • Check current size in Outlook: • Go to Tools -> Mailbox Cleanup -> View Mailbox Size • Total Size is in KB (1024KB=1MB , 1024=1GB)

  4. More Than One Way To Skin a Cat • Mail Cleanup Feature • The ‘Find’ button will open a new window, listing all emails that match search parameter selected • Items from here can be deleted the same was an in any Outlook folder • ‘Find items older than * days’ • Recommendation would be to search for any items over 365 days • ‘Find items larger than * kilobytes’ • Recommendation would be to search for any items larger than 1024 kilobytes

  5. More Than One Way To Skin a Cat • Manual Deletion of emails • Useful for deleting single emails/few selected emails at a time • Sort by options: Sent, Received, Attachment, • Empty Deleted Items (Automated) • Anything Deleted or moved to Deleted Items is set to be deleted upon closing Outlook. • Outlook should be closed periodically • Items Deleted mistakenly can be retrieved via the Recover Deleted Items feature • Items are only kept here temporarily

  6. More Than One Way To Skin a Cat • Local Archiving • Best for archiving off large folders • Go to File -> Archive -> Select folder and set a date for ‘Archive items older than:’ Click Browse and rename the file as you wish using the format filename.pst • This will create a .pst file that can be reimported into Outlook

  7. Accessible Archived Folders • Adding .pst file to an accessible folder in Outlook • To make them accessible in Outlook on a regular basis: go to File -> Data File Management -> Add -> Select ‘Office Outlook Personal Folders File’ and select the .pst that was saved in the Archiving above • The next window will allow you to type in a name for the Archived Folder being added (eTreasury • The folder will appear as a separate folder at the bottom of the Mail Folders section in Outlook • Emails can be drag & dropped into this folder as well

  8. eMailXtender • Any sent or received emails can be retrieved via eMailXtender • eMailXtender should be installed on ALL PCs • If it is not installed on your PC please contact IT immediately • Click on the highlighted icon above to launch the eMailXtender client • Enter specified data (the more specific the better & faster the results) • None are required • ‘From’ and ‘Sent to’ fields can have email addresses typed out or selected from the Address Book by clicking either button

  9. Keep in Mind • All emails are kept in archive for at least 7 years • Any items deleted in Outlook can be retrieved via eMailXtender • Emails archived to a .pst are accessible on the PC they are saved on • If the PC is replaced these will need to be back up and transferred • .pst files can become large depending on emails within & this space will be taken up on the PC • This will require continued attention and will be a continued effort to monitor and maintain mailboxes to below 2GB

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